workday hcm key concepts
TRANSCRIPT
Table of Contents
Supervisory Organizations ..................................................................................................................................................... 3
WORKDAY MANAGER ......................................................................................................................................................... 3
NAMING CONVENTIONS ..................................................................................................................................................... 3
Staffing Models ...................................................................................................................................................................... 3
JOB MANAGEMENT ............................................................................................................................................................. 3
POSITION MANAGEMENT ................................................................................................................................................... 4
JOB FAMILY GROUP ............................................................................................................................................................ 4
JOB FAMILY ......................................................................................................................................................................... 4
JOB PROFILE ........................................................................................................................................................................ 5
ACADEMIC AFFILIATES ........................................................................................................................................................ 6
Employee Types & Subtypes .................................................................................................................................................. 6
TYPES ................................................................................................................................................................................... 6
SUBTYPES ............................................................................................................................................................................ 7
Compensation Actions ........................................................................................................................................................... 7
ONE TIME PAYMENTS ......................................................................................................................................................... 7
REQUEST COMPENSATION CHANGE ................................................................................................................................... 8
ACADEMIC PERIOD ............................................................................................................................................................ 11
ACTIVITY TYPES ................................................................................................................................................................. 11
ACTIVITY TASKS ................................................................................................................................................................. 13
ADDITIONAL FIELDS .......................................................................................................................................................... 14
Other Employment Actions .................................................................................................................................................. 15
ACTUAL END DATE ............................................................................................................................................................ 15
ADDITIONAL JOB ............................................................................................................................................................... 15
ANNUAL WORK PERIOD .................................................................................................................................................... 15
BUSINESS PROCESSES ....................................................................................................................................................... 16
BUSINESS TITLE ................................................................................................................................................................. 19
DEFAULT WEEKLY HOURS ................................................................................................................................................. 19
DISBURSEMENT PERIOD ................................................................................................................................................... 19
END EMPLOYMENT DATE.................................................................................................................................................. 19
FTE ..................................................................................................................................................................................... 19
JOB TITLE ........................................................................................................................................................................... 20
LOCATION .......................................................................................................................................................................... 20
PAY RATE TYPE .................................................................................................................................................................. 20
PRIMARY JOB .................................................................................................................................................................... 21
SCHEDULED WEEKLY HOURS ............................................................................................................................................ 21
TIME TYPE ......................................................................................................................................................................... 21
Cost Centers and Costing Allocations .................................................................................................................................. 21
PRIMARY WORKTAG ......................................................................................................................................................... 21
ORGANIZATION ASSIGNMENT .......................................................................................................................................... 22
COSTING ALLOCATION ...................................................................................................................................................... 23
APPENDIX .............................................................................................................................................................................. 23
JOB FAMILY GROUP: ADMINISTRATIVE & PROFESSIONAL ............................................................................................... 24
JOB FAMILY GROUP: EXECUTIVE SERVICE......................................................................................................................... 36
JOB FAMILY GROUP: FACULTY .......................................................................................................................................... 36
JOB FAMILY GROUP: NON COMPENSATED APPOINTMENTS ........................................................................................... 38
JOB FAMILY GROUP: OTHER PERSONNEL SERVICES ......................................................................................................... 39
JOB FAMILY GROUP: SUPPORT STAFF ............................................................................................................................... 40
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Supervisory Organizations
A Supervisory Organization is a logical grouping of employees who report to the same Manager. Supervisory
Organizations are arranged in a University-wide hierarchy, which defines how data is organized within
Workday, and provides the structure to:
• Create reports within Workday,
• Ensure only the appropriate people have access to employee data,
• Route actions through business processes to the appropriate reviewers and approvers,
• Provide the framework for assigning security roles to workers.
WORKDAY MANAGER
The Workday Manager is the person who is ultimately accountable for oversight of an employee
including time certification, timesheet approval, performance reviews, training, hiring, discipline, etc. The
Workday Manager must be the actual ‘reports to’ manager of record.
NAMING CONVENTIONS There is a naming convention for each Supervisory Organization indicating the administrative description
of what those organizations do and represent. Organizations in Workday appear with the descriptive
name for the Supervisory Org, followed by the name of the person currently occupying the Manager role.
Additionally, Job Management organizations include a suffix of _JM.
The Supervisory Org Display Name is formatted as follows:
• Supervisory Org Name (Manager’s Name) Example: Residence Education (Dr. Natalie L Reckard)
• Supervisory Org Name_JM (Manager’s Name) Example: FYRE Fellows Program_JM (Krystal Danee
Muckle)
Staffing Models
Staffing Models determine how jobs are defined and filled; they provide different levels of control over staffing and support different staffing goals. Every Supervisory Organization must be associated with a Staffing Model, either Job Management or Position Management.
JOB MANAGEMENT
A Job Management staffing model provides flexibility of position planning and management of positions in Workday. When a worker in a Job Management organization leaves, his or her “seat” disappears.
Job Management allows departments to:
• Set hiring restrictions equally for all jobs in a Supervisory Organization based on job family, job profile, worker type, location, and full- or part-time status.
• Track and report on filled jobs only.
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• Use a single requisition to hire multiple workers (requisitions are not tied to a specific position).
Job Management is required for all student employees, non-student OPS employees, Contingent Workers, Academic Affiliates, Adjunct faculty, additional faculty overload jobs, and Adjunct jobs for A&P employees.
POSITION MANAGEMENT
In a Position Management staffing model, organizations are staffed by creating, defining, and filling positions. A position is described as the “seat” that a worker fills when he or she is hired. That “seat” remains, even when the worker leaves the position, for example, through a job change or separation. There is one person per seat. Position Management is required for all regular and fixed term employees, including faculty, A&P, SP, and Executive Service.
Position Management allows departments to:
• Track and report on filled and unfilled positions (vacancy reporting).
• Plan and budget for vacancies and filled positions.
• Track position history.
• Simplify security role assignments by attaching a role to a position rather than to an employee.
Job Family Group, Job Family, and Job Profile
JOB FAMILY GROUP
The Job Family Group is a very high-level grouping of positions, primarily used for reporting. At FGCU, the Job Family Groups are:
• Administrative & Professional
• Executive Service
• Faculty
• Non-Compensated Appointments
• Other Personnel Services
• Support Staff
JOB FAMILY
The Job Family is a grouping of related jobs that:
• Require similar knowledge, skills and abilities,
• Have progressively higher levels of knowledge, skills and abilities that represent a career path over time,
• Possess associated and related key responsibilities, and
• Have similar market competitive pay characteristics and conditions.
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Job families are used by managers, employees, and Human Resources to:
• Define career development opportunities for employees. • Facilitate career planning discussions, clarify the need for specific training, and guide professional
development opportunities. • Comply with employment laws such as affirmative action and FLSA. • Foster reporting and data analysis. • Ensure consistency in job evaluations by comparing similar jobs within the same job family. • Assist in ensuring internal equity and external competitiveness.
JOB PROFILE
A Job Profile is the classification summary of positions with equivalent requirements, duties, level of decision-making, and supervisory responsibilities. The Job Profile includes a general summary, description, and the position’s key characteristics, such as exempt status, pay rate type, job classification groups, and compensation grade. The Job Profile is the same for all employees assigned to the profile; it forms the basis of a Position Description but is not customized to an individual.
A. Job Classifications are details about a position tied to the Job Profile; all positions assigned to a
particular Job Profile will have the same Job Classification. Job Classifications are assigned and maintained by Human Resources.
Examples of Job Classifications include:
• Collective Bargaining Unit – All positions assigned to the In-Unit Faculty Job Profile will belong to the same Collective Bargaining Unit.
• Essential Personnel – All positions assigned to the Law Enforcement Officer Job Profile are designated as Critical Personnel.
B. Additional Classifications are unique to the individual in a position and are typically assigned and
maintained by the Manager or HR Business Partner.
Examples of Additional Classifications include:
• CIP Code – CIP codes are unique to each faculty member, not a Job Profile such as Assistant Professor.
• Essential Personnel – Some Coordinators are considered Emergency Support Personnel and some are not. Therefore, the Essential Personnel classification for some Job Profiles are specific to the employee and would be assigned as an Additional Classification.
Academic Pay Details is a very important Additional Classification that drives payroll calculations. Unless otherwise specified, Workday will calculate Payroll based on 26.1 pay periods. For Faculty
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and A&P positions with a different work and pay distribution periods, it is critical that the appropriate pay schedule is assigned in Additional Classifications.
Academic Pay Details options include:
• 12-Month Work Period/12-Month Disbursement (former 12/12 with 26.1 pays and factors)
• 9-Month Work Period/12-Month Disbursement (former 9/12 with 19.5 factors and 26 pays)
• 9-Month Work Period/9-Month Disbursement (former 9/9 with 19.5 pays and factors)
• A&P 10-Month (21.7) (A&P positions approved to work 10 months. Annual salary is spread over 21.7 pays instead of 26.1)
• A&P 9-Month (19.5) (A&P positions approved to work 9 months. Annual salary is spread over 19.5 pays instead of 26.1)
Reference: Table A: All Job Family Groups, Job Families, and Job Profiles
Academic Appointments
Academic Appointments in Workday are separate from positions. Academic Appointments track a person’s academic relationships and the characteristics of those relationships, such as rank, promotion dates, contract type, appointing unit, etc. All faculty, paid or unpaid, have an Academic Appointment in Workday, including Adjunct faculty.
ACADEMIC AFFILIATES
An Academic Affiliate is a non-compensated individual with faculty privileges. Academic Affiliates include the following:
• Courtesy Faculty
• Researchers
Academic Appointments and Academic Affiliates are maintained by the Office of the Provost.
Employee Types & Subtypes
TYPES
There are two types of workers in Workday: Employees and Contingent Workers.
1. Employees: Workers that are paid wages (W2) and include paid faculty, student employees, staff, and retirees.
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2. Contingent Workers: Workers who are neither paid employees nor Academic Affiliates in
Workday. These include:
• Consultant – An individual who provides services to FGCU as an independent contractor or working for an independent contractor. For example, a temporary employee from an employment agency would be a Consultant.
• Fellow – An individual involved in a customized learning experience that enables participants to immerse themselves in the study and practice of leadership and experience the culture, policies, and decision-making processes of another institution.
• Honorary – A person having distinction and honor in his or her field who are appointed by the University President or Provost.
• Trustee – An active member of the FGCU Board of Trustees.
• Intern – A student who receives academic credit or service learning hours and are not being paid for their work.
• Volunteer – An individual engaged in University activities when there is no employer-employee relationship between the University and the individual and the individual gives his or her services freely and gratuitously to the University without pressure, coercion, or contemplation of pay.
SUBTYPES
Employee sub-types are assigned to the worker position, not the worker, for individuals holding more than one position. There are four employee sub-types:
1. Fixed Term (Fixed Term): Regular employees whose employment has a specified end date.
Examples include Visiting Faculty, faculty with a fixed term contract, or employees hired to support the work of a grant
2. Regular: Regular employees with continuous employment.
3. Student (Fixed Term): All student employees, whether hourly or stipend. Student employment is of a limited term and has an anticipated end date.
4. Temporary (Fixed Term): All non-student OPS positions, including Adjunct Faculty. OPS employment is of a limited term and has an anticipated end date.
Compensation Actions
ONE TIME PAYMENTS
One Time Payments are approved for limited use. Reasons for One Time Payments include:
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• Award – A University approved one-time payment that is not added to recurring base pay. An example is the payment made to SAC executive board members at the end of their term.
• Bonus – A contractual payment based on identified performance goals. An example is payments made to athletic coaches at the end of the season based on team conference performance.
• Commission – Payment authorized by a contract or offer letter that provides payment based on a percentage of sales.
• Lump Sum – Additional compensation provided as a lump sum rather than added to base pay. An example would be a one-time University increase.
• Pay Correction – This payment would be created by Human Resources to correct a pay issue.
In addition to selecting a reason for the One Time Payment, a One Time Payment Plan must be selected. One Time Payment Plans include:
• Additional Duties - Preapproved additional duties that will be paid in a lump sum rather than a temporary rate increase or Period Activity Pay.
• Athletics –Bonus payments to members of the Athletics Job Family.
• Commission – All approved Commission payments.
• Moving Expenses – Moving Expenses authorized by the Offer Letter to Executive Service, Faculty, or A&P employees.
• One Time Increase – University-wide increases that will be paid in a lump sum rather than added to base compensation.
• Pay Correction – The plan used when adjustments are made for compensation or payroll errors.
• Taxable Award – Payment for an award, such as the SAC payment to executive board members.
One Time Payments have payroll taxing and state activity reporting consequences. Therefore, they should only be used after collaboration with Human Resources.
REQUEST COMPENSATION CHANGE
This action is used to make regular, ongoing changes to an employee’s compensation.
1. Base Salary Change is a change to the employee’s base compensation. Reasons for a Base Salary Change are:
• Annual Increase – Board of Trustees (BOT) approved increases for all non-contract employees. Increases using this reason code are submitted by Human Resources only.
• Change in Appointment Months – Used for increases when 9-month faculty are converting to 12-month appointments, and vice versa. (Note: the conversion rate from 9-month to 12-month is 122.2% and the conversion rate for 12-month to 9-month is 81.8%)
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• Contract Increase – Used for contractually approved increases such as athletic coaches, PBA or UFF contracts.
• Correction Decrease – Used when submitting a correction to base salary that results in a decrease.
• Correction Increase – Used when submitting a correction to base salary that results in an increase.
• Decrease FTE – Used to decrease the base salary due to a decrease in FTE. For example, a salaried employee making $50,000 at 100% FTE would be decreased to $37,500 if working only 30 hours per week, or 75% FTE.
• Discretionary Increase – Any permanent increase based on the College or Division leader’s discretion.
• Increase FTE – Used to increase the base salary due to an increase in FTE. For example, a salaried employee making $37,500 at 75% FTE would be increased to $50,000 if working 40 hours per week, or 100% FTE.
• Job Reclassification – Used when a review by Human Resources indicates that an employee is performing work within a different job classification; typically initiated by Human Resources.
• Minimum Wage Increase – Used by Human Resources when initiating state or federal minimum wage increases.
• Temporary Rate Change – Used when an employee will temporarily be performing additional duties outside their job profile, such as an Interim appointment.
2. Variable Compensation Change is used to add or change an Allowance. An Allowance is
included in the employee’s Total Compensation but is not included in the base compensation or base compensation increases.
Allowance types:
• Car Allowance – Included in the Executive Services compensation package. A car allowance may be approved for other University employees who are required to extensively use their personal vehicles to perform their jobs.
• Criminal Justice Incentive Pay – This is additional compensation mandated by Florida statute for law enforcement professionals based on academic credits and degrees.
• Exempt Staff Stipend – Instead of a temporary base pay increase, exempt staff may be paid a stipend for additional duties or interim appointments.
• Faculty Stipend-Associate Dean – When a faculty member is appointed to an Associate Dean position, many Colleges choose to pay a $10,000 stipend rather than converting the salary between in unit and out of unit.
• Faculty Stipend-Chair – Academic Affairs has approved an allowance of up to $4,500 for faculty appointed to the administrative chair role. At the discretion of the Dean, the College may pay more or less, depending on the program.
• Faculty Stipend-Director – When a faculty member is appointed as the Director of an academic Center, an Allowance of $10,000 is typically paid as opposed to a change in base salary to allow for retreat. However, external hires to out of unit faculty Director roles do not receive additional compensation above the base pay.
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• Faculty Stipend-Other – An allowance for all other appointments, such as Interim Dean, Acting Provost, etc.
• Faculty Stipend-Program Coordinator – An Allowance for an in unit administrative appointment to serve as the Coordinator of a Program.
• Faculty Stipend-Program Director – An Allowance for an in unit administrative appointment to serve as the Director of a Program. This is different from an out of unit administrative appointment as the Director of a Center.
• Housing Allowance – A monthly allowance provided to members of Executive Services, as negotiated in their contracts.
Period Activity Pay Period Activity Pay is used when an employee will be paid a flat amount over a short period with a begin and
end date. Being paid by PAP is the same as being paid a salary. In order to be paid by PAP, all FLSA conditions
must be met.
1. Job duties must pass the test for being exempt, i.e. administrative, professional, creative, etc.
Example: Research Assistants may or may not qualify as exempt. A student who was exempt in a student job (meets requirement for student scholarly exemption), may or may not qualify as exempt as a non-student OPS. As a non-student OPS, professional exemption status would require advanced knowledge (higher degree), and higher-level research work with independent decision-making ability.
2. If job duties meet the requirements for exempt status, the salary must meet the FLSA minimum salary requirement of $35,705 per year. A job that meets the duty exemption requirements must still be paid hourly if the employee is not paid at least $35,705 per year.
• FLSA does not allow for proration. Whether the employee works 10 hours per week or 40 hours per week, 15 weeks per year or 52 weeks per year, the minimum annual salary requirement is $35,705.
• FLSA does provide a few exceptions to the minimum salary requirement – teachers, coaches, and student scholarly activities. This is why adjuncts, coaches and some of the student jobs can be paid less than the $35,705.
3. If the job meets both of these requirements, it can be paid as a salary or via PAP. However, a Job Profile that has been set up as salary must be selected, for example, Adjunct Faculty, Student Assistant Stipend, OPS Professional, Faculty Overload. If the correct Job Profile is not selected, it creates a payroll error and payment will not process until corrected.
Exempt status and Period Activity Pay can be tricky. Please consult with Classification & Compensation for anything out of the ordinary.
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ACADEMIC PERIOD
Think of Academic Period as a filing cabinet; all activities related to an academic semester should be filed in the appropriate drawer, for example, Spring 2021 (01/11/2021-05/01/2021). Activities that are not related to an academic term should be filed in the general fiscal year drawer, for example, FY20-21 (07/01/2020-06/30/2021).
A. Academic Period does not tie to Payroll; however, it does tie to reporting. Therefore, consistency
in where activities are ‘filed’ is critical for accurate reporting.
• Only academic activities tied to a CRN use the academic semester Academic Period. For example, payment for the instructor of record should be created with an academic semester Academic Period. Consistency will ensure clean reporting, for example ‘All adjunct faculty teaching Spring 2021 (01/11/2021-05/01/2021)’.
• All other activities use the general fiscal year Academic Period, for example, Resident Assistants and Instructional Assistants.
B. The Academic Period is the one piece of data that cannot be corrected if the wrong period is
selected. The only option is to cancel and initiate a new Period Activity Pay; please use extreme care when selecting the Academic Period.
ACTIVITY TYPES
Activity Types are critical for both payroll and reporting. Each activity type is tied to a payroll Earning Code that drives taxation and eligibility. Activity types are also used by Institutional Research for mandatory state and federal reporting. The wrong activity type will result in inaccurate payroll processing and data reporting to compliance agencies.
Below is a summary of the Activity Types and rules for use.
Table: Activity Hierarchy and Rules
Category 001 – Summer Faculty Pay
Activity 001 – Summer Faculty Pay Used only for 9-month faculty who are teaching or performing additional work over the summer. (See HR Guidelines for Academic Year Appointment Processing.)
Category 002 – Overload
Activity 002 – Instructional Used only for 9-month or 12-month in unit faculty who are teaching credits in excess of a full credit load. (See HR
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Category 004 – Student Employment
Activity 005 – Graduate Research Used for matriculated master’s level students participating in a qualified research study under a faculty member’s supervision.
Activity 006 – Graduate Teaching Used for qualified matriculated master’s level students who are the instructor of record for an academic course.
Activity 007 – Resident Assistants Used for students employed as a Resident Assistant in Housing & Residence Life.
Activity 008 – Undergraduate Research Used for matriculated undergraduate students participating in a qualified research study under a faculty member’s supervision.
Activity 010 – Student Intern Used when a student will be receiving a stipend for participation in a qualifying internship opportunity. (See HR Guidelines for Academic Year Appointment Processing.)
Activity 011 – Undergraduate Teaching Used for undergraduate students in an approved classroom role that meets FLSA criteria.
Guidelines for Academic Year Appointment Processing.)
Activity 003 – Non-Instructional Used for 9-month or 12-month in unit faculty for a non-instructional assignment in excess of a full appointment (1.0 FTE). (See HR Guidelines for Academic Year Appointment Processing.)
Category 003 – Adjunct Pay
Activity 004 – Adjunct Instructional Used for OPS, A&P, and out of unit faculty teaching an academic course as instructor of record. (See HR Guidelines for Academic Year Appointment Processing.)
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Category 005 – Postdoctoral
Activity 009 – Postdoctoral Used for employees who have completed all doctoral coursework and are performing work for the university to fulfill degree or licensing requirements.
Category 007 – Continuing Ed Instructional
Activity 012 – Continuing Ed Instructional Used for employees hired to teach continuing education or professional development courses through the Renaissance Academy or Continuing Education office.
Category 008 – OPS Non-Instructional
Activity 013 – OPS Non-Instructional Used for OPS or A&P employees performing a non-instructional assignment in excess of a full appointment (1.0 FTE).
ACTIVITY TASKS
Activity Tasks provide more detailed coding of Instruction and Research activities that must be provided on state reports. If Activity Codes 001, 002, 003, 004, 005, 006, 008, or 0012 is used, an appropriate Activity Task must be selected.
Below is a summary of the Activity Tasks and rules for use.
Table: Activity Tasks and Descriptions
Instructional
Task 11 – Lower Level Instruction Used for course numbers that begin with a 0, 1, or 2.
Task 12 – Upper Level Instruction Used for course numbers that begin with a 3 or 4.
Task 43 – Lower Level Graduate Instruction Used for course numbers that begin with a 5, 6, 7, or 8 and are required in a Master’s program.
Task 44 – Upper Level Graduate Instruction Used for course numbers that begin with a 5, 6, 7, or 8 and are required in a Doctorate program.
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ADDITIONAL FIELDS
• Comments: required when the Activity Type is 001, 002, 004 or 006. Used by Institutional Research to tie the activity to the CRN. Other comments may be entered in this field but the CRN must always be first.
• Activity Start Date: first day the employee will be performing the activity. For activities in an academic semester Activity Period, except in rare circumstances, the Activity Start Date should match the first date of the Academic Period.
• Activity End Date: last day the employee will be performing the activity. For activities in an academic semester Activity Period, except in rare circumstances, the Activity End Date should match the last date of the Academic Period.
• Work Hours Per Week: When an employee is being paid by Period Activity Pay, Institutional Research will use the Work Hours Per Week to report FTE. This field is also used to report hours to the State of FL for calculation of benefit eligibility under the Affordable Care Act.
o Work Hours Per Week for credit generating courses are based on the number of student contact hours required by accreditation guidelines. Please refer to the HR Guidelines for the correct hours based on number of credit and term.
• Units Quantity: optional field, with the exception of instructional activities. Units can be credits, number of students when paid by number of enrollees, etc. Most activities won’t have a quantity. For instructional activities, this field should include the number of credits for the CRN to verify accuracy of contact hours per week.
Non-Instructional
Task 16 – Supervision of Cooperative Education
Coordinating the placement of students in to supervised work experience, evaluating student progress, and counseling.
Task 22 – Research All research activities other than those funded by grants or gifts.
Task 22r – Sponsored Research Research activities funded by grants or gifts.
Task 25 – Other Instructional Effort Non-credit generating activities such as course development or curriculum planning.
Task 47 – University Governance Activities that provide advisory support to the governance of the institution.
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• Total Amount: total amount the employee should be paid for the activity. Workday automatically calculates the number of pay periods and the bi-weekly payment amount.
• Costing Overrides: If the Activity will be paid from the same funding source (AC Worktag) as the default Organization Assignment the PAP is tied to, a Costing Override does not need to be completed. If the funding source of an Activity is different, paid from a grant or gift, or split between two or more sources, a Costing Override must be added. The Costing Override will apply only to the specific PAP.
• Payment Start Date and End Date –automatically populate from the Activity start and end dates. Do not change these dates unless ending a Period Activity Pay. Employment law requires that we pay employees over the term of the work performed, so payment dates cannot reflect a different period.
Other Employment Actions
ACTUAL END DATE
An Actual End Date is used when the last day of employment or compensation is known. The Actual End Date will stop all pay after the Actual End Date. This is most commonly used when adding variable compensation, such as an Allowance.
Example: a 9-month faculty member will serve as Program Coordinator and receive an Allowance of $3,000 for the academic year. The Actual End Date should be the last day of the academic year to stop the Allowance from automatically paying after that date. *Note: An Actual End Date should not be used when an employee is receiving a temporary base salary change. This will stop payment of all compensation, not just the temporary change.
ADDITIONAL JOB
An Additional Job is any job other than the employee’s Primary Job. The arrows next to Job Title indicate that the employee holds more than one job. The (+) after the Job Title indicates that it is an Additional Job.
ANNUAL WORK PERIOD
The Annual Work Period is required for in unit and out of unit faculty positions. The Annual Work Period defines whether the faculty member works 9-months or 12-months.
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BUSINESS PROCESSES
Business Processes are ‘worksheets’ and approval routing rules that are created to accomplish individual actions in Workday. Some of the more common Business Processes include:
• Create Position: used to create a NEW position that does not already exist. Create Position is used for Faculty, SP or A&P positions, not for OPS and Student jobs.
When creating a new position, the Availability Date and Earliest Hire Date are required entries. The Availability Date is the date that the position should be available for posting. If this is future dated, Human Resources will not be able to create a Job Requisition to post the position until the Availability Date. Therefore, it is recommended that you use a current date. Earliest Hire Date is an estimate of how soon you plan to make a hire. For example, if the position is contingent upon new fiscal year funds, you would use a date of July 1, 2021.
• Add Job: used to create an Additional Job. Add Job can be used for OPS, student, Faculty Overloads or A&P teaching as an Adjunct. Add Job will almost always be used in a Job Management (_JM) Supervisory Organization.
• Job Change is used to make changes to the existing job, including:
o Data Changes- can include Change Job Details, such as o Changing an employee from Full time to Part time o Changing the Annual Work Period or Disbursement Plan Period for a faculty
member, for example, changing from 9 / 9 to 9 / 12 o Updating a Job Title or Business Title o Adding Additional Job Classifications such as a CIP code or Essential Personnel
designation Data Changes could also be used to update the employee’s primary work location; for example, an employee is relocating to the Emergent Technologies Institute facility from the Main Campus.
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o Demotion- used to change an employee from a higher-level classification to a lower level classification, such as Assistant Director to Coordinator.
(1) Demotion should not be used for OPS employees. (2) Demotion should only be used after consultation with Human Resources.
o Lateral Move- used to move an employee from one position to an equally classified
position. For example, an Administrative Specialist in the Department of Biological Sciences moving to an Administrative Specialist position in the Department of Chemistry & Physics.
(1) Lateral Move should not be used for OPS employees.
o Promotion- used when an employee is changing to a higher-level classification through an open recruitment or a position reclassification. For example, a Coordinator I position that is being assigned higher level responsibility and reclassified to a Coordinator II.
(1) Promotion should not be used for OPS employees. o Transfer- most commonly used to move an employee to report to another Manager.
(1) Transfer should not be used for OPS employees. Contact Human Resources to move OPS employees to a different Manager.
• End Job is used to end an Additional Job. It cannot be used to end the Primary Job. End Job is
either Involuntary or Voluntary.
Reasons for an Additional Job to be ended as Involuntary include:
• An assignment is complete. For example, an employee was hired to complete
research on a grant and the grant has expired.
• Budget reduction
• Poor job performance. *NOTE: Poor job performance should never be used to end
an additional job for a faculty member or regular employee without first discussing
the issue with Employee Relations.
Reasons for an Additional Job to be ended as Voluntary include:
• The employee was dissatisfied with the job
• The employee gave notice to take a different job
• Personal reasons, such as the employee’s schedule has changed and they can no
longer work the additional job
• Terminate Employee is used to end both the employee’s Primary Job and the active
employment of the individual. Terminate Employee is either Involuntary or Voluntary.
All Involuntary terminations will route to the Associate Vice President of Human Resources
for approval. An employee should not be terminated Involuntary without discussing with
Employee Relations.
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Reasons for an Involuntary termination include:
• Death of the employee
• The employee failed the probationary period
• A non-resident employee is working on a temporary work visa and is no longer
authorized to work
• Poor job performance
• Workforce reduction, such as position cuts and layoffs
Reasons for a Voluntary termination include:
• Employee was dissatisfied with the job
• End of an appointment such as a Visiting Faculty on a fixed one year contract
• Failure to return from a leave; for example, following an injury the employee decides
not to return to work and go on disability
• Family reasons, such as to care for a sick family member
• Student employee graduates
• Employee abandons their job per University policies and regulations
• Employee moves out of state
• Employee has accepted other employment
• Employee is retiring
When an employee terminates, three dates are required:
1. Termination Date- actual effective date of the termination
2. Last Day of Work- last day the employee physically worked
3. Pay Through Date- always 14 days after Termination Date; this keeps employee
payroll open to allow the payout of accrued leave.
Example: a 9-month faculty member would have a Termination Date of August 6, the last day
of the contract. However, their Last Day of Work would be May 6 (or the last day of the
Spring Semester). The Pay Through Date would be August 6th plus 14 days, or August 20th.
Finally, all Terminations ask if the loss is Regrettable. Regrettable loss is the new metric for employee turnover. Not all employee turnover is bad, so we want to look at regrettable losses, or employees who were valuable contributors to the University or who had institutional knowledge that will be lost.
Page | 19 of 45
BUSINESS TITLE
Business Title is what is typically thought of as a Working Title. The Business Title is what feeds to the University directory. Often, it is the same as the Job Title; however, sometimes it is desired that the title that appears in the Directory is different than the Job Title. Example: The Dean of the College of Synchronized Swimming’s Job Title is Dean / Professor. However, she wants it to appear in the Directory as Dean, College of Synchronized Swimming. To do so, the Business Title would be updated.
DEFAULT WEEKLY HOURS
Default Weekly Hours are the standard weekly work hours for an employer. At FGCU, the Default Weekly Hours are 40. This is a very important number in the calculation of FTE, so the Default Weekly Hours should never be changed.
DISBURSEMENT PERIOD
The Disbursement Period is required for in-unit and out-of-unit faculty positions. The Disbursement Period defines whether the faculty member is paid over 9-months or 12-months.
END EMPLOYMENT DATE
The End Employment Date, also known as Expected End Date, is for reporting purposes only; it is not used to terminate a job.
• Regular employment: leave blank.
• Fixed Term employment: end date of the contract or agreement.
• OPS, Student, or Contingent Workers: End Employment Date should be the actual end date if known; for example, the last day of the academic year. If actual end date is not known, use the last day of the current fiscal year.
FTE
FTE is an acronym for Full Time Equivalent, a very important metric for reporting and funding. FTE is calculated by Scheduled Weekly Hours / Default Weekly Hours.
Example: Organization ABC has three employees. Mary works 40 hours per week. Her FTE is 40 / 40, or 1.0. Curt and Susie each work 20 hours per week. Their FTE is 20 / 40, or 0.5 each. The three employees together represent 2 Full Time Equivalent employees.
Page | 20 of 45
JOB TITLE
The Job Title defaults from the Job Profile. The Job Title updates the position number and appears on the employee profile. It is important that the Job Title is updated when the Job Profile title is generic.
Example: if you are adding a job with the Job Profile of Student Assistant Hourly, the Job Title will default to Student Assistant Hourly. On the employee profile Overview, the Job and Business Title will appear as:
The Job Title is also what appears on the employee timesheet. If you leave the Job Title generic, it will be confusing for students with multiple jobs to clock in to the correct job. For this reason, it is important to provide a Job Title that is reflective of the job. For example:
LOCATION
The Location is one of the eleven FGCU campuses or centers, i.e. Buckingham Center, Emergent Technologies Institute (ETI), Main Campus, Vestor Field Station, etc. For the majority of employees, Location will be Main Campus. Work Space is the specific building, floor, and room.
PAY RATE TYPE
Options are Hourly or Salary. Pay Rate Type must match the Job Profile selected. Whether the position is hourly or salaried is tied to the Job Profile and has been determined by Human Resources to meet FLSA requirements.
Example: if the Job Profile selected is Student Assistant Hourly, the Pay Rate Type must be Hourly. Similarly, if the Job Profile is Coordinator, Business Services from the Administrative Operations (A&P) Job Family, the Pay Rate Type must be Salary.
Page | 21 of 45
PRIMARY JOB
If an employee has more than one job, Workday requires one of the Jobs to be designated as Primary; this is the default appearing on the employee’s profile. The arrows indicate that there is more than one job.
SCHEDULED WEEKLY HOURS
Scheduled Weekly Hours is the anticipated number of hours an employee will work per week. This is a very important number in the calculation of FTE.
If a job is paid by Period Activity Pay only, such as Adjunct Faculty, indicate “0” as the Scheduled Weekly Hours. Hours for periodic employment are captured on the Period Activity Pay form for the individual assignment. Including these hours on Scheduled Weekly Hours may result in inaccurate calculation of organization FTE and employee benefit eligibility.
TIME TYPE Time Type indicates whether an employee is Full-Time or Part-Time.
• Full time is 30 hours or more per week.
• Part time is 29 hours or less per week.
Cost Centers and Costing Allocations
Workday Cost Centers form the financial hierarchy at FGCU, similar to the people hierarchy of Supervisory Organizations. Workday uses a string of Worktags to define each budget and record expenditures. As Supervisory Organizations define how actions are routed for approval, the Cost Center hierarchy defines how financial transactions are routed and approved. Components of the hierarchy include Cost Center (CCXXXX), Program (PGXXX), Fund (FDXXXX), and Activity (ACXXXX). *NOTE: Think of the Cost Center hierarchy as the ‘FOAPAL’.
PRIMARY WORKTAG
A Primary Worktag is a unique code that will automatically populate the remaining Worktags in the string. The primary tag to use depends on the type of account.
Page | 22 of 45
Table: Primary Tag by Account Type
The Primary Tag allows you to enter one code that will automatically populate the remainder of the Worktags and eliminate Cost Center/Fund/Program code errors. Once you enter a Primary Tag, DO NOT manually overwrite any of the auto-populated Worktags, as it will create an accounting error. For more information on the Cost Center Hierarchy, Worktags, and budget, please refer to the Budget Training Manual (www.fgcu.edu/budgetoffice/).
ORGANIZATION ASSIGNMENT
The Organization Assignment is the default funding source for the employee position.
• When creating the Organization Assignment, the Primary Tag is the Activity Code (ACXXXX). This is the only code that needs to be entered.
• On the Assign Organizations worksheet, there is no option to enter a Grant or Gift Worktag; the default Organization Assignment must be one of the Funds using the Activity Code. Costing for Grant or Foundation funded positions is not defined on the Organization Assignment, it is defined in the Costing Allocation.
o The ‘Dummy’ Grants Activity Code (AC3999) or ‘Dummy’ Gifts Activity Code (AC2999) should NOT be used on the Organization Assignment. Use the operational fund Activity Code that any payroll costs will be paid from if/when grant or gift funds run out.
Page | 23 of 45
• Organization Assignments do not allow split funding. The Organization Assignment is the primary Cost Center, and split funding is defined on the Costing Allocation.
COSTING ALLOCATION
The Costing Allocation is used to temporarily override the default Organization Assignment, identifying costing splits, or identifying payments made from Grants or Gifts.
• If the Organization Assignment reflects the correct funding, there is no need to create a Costing Allocation, and it is recommended that you do not. If there are then changes, it requires updating funding information in two locations instead of one. It can also lead to accounting errors that require additional steps to correct.
o If no Costing Allocation exists, you may ‘Skip’ this task using the Gear icon in your Workday Inbox.
Allocation of costing happens at many levels: Worker/Position and Worker/Position/Earning.
• Costing Allocations most commonly happen at the Worker/Position (Job) level.
• When a specific part of an employee’s compensation has a separate costing requirement, a Costing Allocation can be assigned to that earning directly at the Worker/Position/Earning level.
Example: an employee’s salary is paid from AC1020 Athletics Administration Operations. The Athletics Foundation is providing a car allowance to be paid from the Foundation account. The Organization Assignment would be created using the Activity Code AC1020. A Costing Allocation does not need to be created for the salary because the Organization Assignment is correct. However, a Costing Allocation is needed to allocate the Earning (i.e. Car Allowance) to the Foundation account. In this case, you would open the Earning menu, select Car Allowance, and create an Allocation using the applicable Gift (GFXXXXX) tag.
Page | 24 of 45
APPENDIX Table A: All Job Family Groups, Job Families, and Job Profiles
JOB FAMILY GROUP: ADMINISTRATIVE & PROFESSIONAL
Job Family Job Profile Pay Rate
Type Comments
Aca
de
mic
Su
pp
ort
(A
&P
)
Academic Programs Coordinator I Salary
Academic Programs Coordinator II Salary
Academic Support Coordinator I Salary
Academic Support Coordinator II Salary
Assistant Curator Salary
Assistant Director, Academic & Curriculum Support Salary
Assistant Director, Academic Advising Salary
Assistant Director, Academic Programs Salary
Assistant Director, International Services Salary
Assistant Director, Outreach Salary
Assistant Director, SBDC Salary
Associate Director, Academic & Curriculum Support Salary
Associate Director, Academic Programs Salary
Associate Director, International Services Salary
Associate Director, Outreach Salary
Associate Vice President, Academic Support Salary
Coordinator, Internships Salary
Degree Works Analyst Salary
Director, Academic & Curriculum Support Salary
Director, Academic Programs Salary
Director, International Services Salary
Director, Outreach Salary
Director, SBDC Salary
ELLM Literacy Coach I Salary
ELLM Literacy Coach II Salary
Gallery Director Salary
International Services Coordinator Salary
International Services Coordinator II Salary
Manager, SBDC Salary
Outreach Coordinator I Salary
Outreach Coordinator II Salary
Senior Director, Academic Programs Salary
Small Business Advisor I Salary
Small Business Advisor II Salary
Page | 25 of 45
Job Family Job Profile Pay Rate
Type Comments
Ad
min
istr
ati
ve O
pe
rati
on
s (
A&
P)
Accountant I Salary
Accountant II Salary
Accountant III Salary
Accounts Receivable Analyst Salary
Administrative Assistant II Salary
Assistant Controller Salary
Assistant Director, Board Operations Salary
Assistant Director, Business Services Salary
Assistant Director, Campus Reservations Salary
Assistant Director, Finance & Accounting Salary
Assistant Director, Human Resources Salary
Assistant Director, Institutional Equity & Compliance Salary
Assistant Director, Internal Audit Salary
Assistant Director, Operations Salary
Assistant Director, Procurement Salary
Assistant Director, University Budgets Salary
Assistant General Counsel Salary
Assistant Ombuds Salary
Assistant Payroll Manager Salary
Assistant University Bursar Salary
Assistant Vice President, Administrative Services & Finance
Salary
Assistant Vice President, Finance Salary
Assistant Vice President, Human Resources Salary
Assistant Vice President, Strategic Initiatives Salary
Assistant Vice President, University Budgets Salary
Associate Controller Salary
Associate Director, Business Services Salary
Associate Director, Campus Reservations Salary
Associate Director, Finance & Accounting Salary
Associate Director, Human Resources Salary
Associate Director, Operations Salary
Associate Director, Procurement Salary
Associate Director, University Budgets Salary
Associate General Counsel Salary
Associate University Bursar Salary
Page | 26 of 45
Job Family Job Profile Pay Rate
Type Comments
Ad
min
istr
ati
ve O
pe
rati
on
s (
A&
P)
Associate Vice President, Administrative Services & Finance
Salary
Associate Vice President, Human Resources Salary
Budget Manager I Salary
Budget Manager II Salary
Business Manager I Salary
Business Manager II Salary
Controller's Office Coordinator Salary
Coordinator, Business Services Salary
Coordinator, University Calendar Salary
Director, Business Services Salary
Director, Campus Reservations Salary
Director, Finance & Accounting Salary
Director, Human Resources Salary
Director, Institutional Equity & Compliance Salary
Director, Internal Audit Salary
Director, Little Eagles Learning Center (inactive) Salary
Director, Operations Salary
Director, Procurement Salary
Director, University Budgets Salary
Event Planning Coordinator I Salary
Event Planning Coordinator II Salary
Executive Assistant Salary
Financial Analyst I Salary
Financial Analyst II Salary
Human Resources Analyst I Salary
Human Resources Analyst II Salary
Human Resources Coordinator I Salary
Human Resources Coordinator II Salary
Human Resources Generalist I Salary
Human Resources Generalist II Salary
Institutional Equity & Compliance Coordinator Salary
Internal Auditor I Salary
Internal Auditor II Salary
Internal Auditor III Salary
Investigator I Salary
Page | 27 of 45
Job Family Job Profile Pay Rate
Type Comments
Ad
min
istr
ati
ve O
pe
rati
on
s (
A&
P)
Investigator II Salary
Legal Assistant III Salary
Manager, Campus Reservations Salary
Manager, Data Management & Analysis Salary
Manager, Finance & Accounting Salary
Manager, Human Resources Salary
Manager, Institutional Equity & Compliance Salary
Manager, Internal Audit Salary
Manager, Procurement Salary
Payroll Analyst Salary
Payroll Manager Salary
Procurement Coordinator I Salary
Procurement Coordinator II Salary
Project Manager Salary
Senior Associate Controller Salary
Staff Attorney I Salary
Staff Attorney II Salary
Teacher II Salary
University Bursar Salary
University Controller Salary
University Ombuds Salary
Ad
va
nc
em
en
t (A
&P
)
Alumni Relations Officer I Salary
Alumni Relations Officer II Salary
Assistant Director, Alumni Relations Salary
Assistant Director, Development Salary
Assistant Director, Events & Special Projects Salary
Assistant Director, Stewardship Salary
Assistant Vice President, Development Salary
Associate Director, Development Salary
Development Officer I Salary
Development Officer II Salary
Director, Alumni Relations Salary
Director, Development Salary
Director, Events & Special Projects Salary
Director, Stewardship Salary
Events Coordinator I Salary
Page | 28 of 45
Job Family Job Profile Pay Rate
Type Comments
Events Coordinator II Salary
Prospect Researcher Salary
Senior Associate Vice President, Development Salary
Stewardship Officer I Salary
Stewardship Officer II Salary
Assistant Athletics Coach I Salary
Assistant Athletics Coach II Salary
Assistant Athletics Director Salary
Assistant Director, Athletics Operations Salary
Assistant Strength & Conditioning Coach Salary
Associate Athletics Director Salary
Associate Director, Athletics Operations Salary
Associate Head Athletic Trainer Salary
Associate Head Coach Salary
Ath
leti
cs
(A
&P
)
Associate Strength & Conditioning Coach Salary
Athletic Trainer I Salary
Athletic Trainer II Salary
Athletics Director Salary
Athletics Operations Coordinator I Salary
Athletics Operations Coordinator II Salary
Deputy Athletics Director Salary
Director, Athletics Operations Salary
Director, Sports Operations Salary
Head Athletic Trainer Salary
Head Coach Salary
Head Strength & Conditioning Coach Salary
Manager, Athletics Operations Salary
Senior Associate Athletics Director Salary
Co
mm
un
ica
tio
ns
(A&
P)
Assistant Director, Government Relations Salary
Assistant Director, Marketing & Communication Salary
Assistant Director, University Relations Salary
Associate Director, Marketing & Communication Salary
Associate Vice President, Marketing & Communication
Salary
Associate Vice President, University Relations Salary
Creative Director Salary
Page | 29 of 45
Job Family Job Profile Pay Rate
Type Comments
Co
mm
un
ica
tio
ns (
A&
P)
Creative Manager Salary
Director, Marketing & Communication Salary
Director, University Relations Salary
Editor Salary
Graphic Designer I Salary
Graphic Designer II Salary
Legislative Analyst Salary
Legislative Coordinator I Salary
Legislative Coordinator II Salary
Manager, Marketing & Communication Salary
Marketing & Communication Coordinator I Salary
Marketing & Communication Coordinator II Salary
Multimedia Specialist I Salary
Multimedia Specialist II Salary
Production Manager Salary
Senior Director, Marketing & Communication Salary
Social Media Specialist I Salary
Social Media Specialist II Salary
University Relations Coordinator Salary
Writer I Salary
Writer II Salary
Fa
cil
itie
s (
A&
P)
Assistant Director, Facilities Planning Salary
Assistant Director, Maintenance & Operations Salary
Assistant Vice President, Physical Plant Salary
Associate Director, Maintenance & Operations Salary
Contract Administrator Salary
Coordinator, Facilities Contracts Salary
Coordinator, Space Inventory Salary
Director, Facilities Planning Salary
Director, Physical Plant Salary
Grounds Superintendent Salary
Maintenance Superintendent Salary
Project Manager I Salary
Project Manager II Salary
Page | 30 of 45
Job Family Job Profile Pay Rate
Type Comments
Hea
lth
& P
rev
en
tio
n (
A&
P)
Advanced Practice Registered Nurse Salary
Assistant Director, CAPS Salary
Assistant Director, Prevention & Wellness Salary
Assistant Director, Student Health Services Salary
Assistant Medical Director Salary
Associate Director, Prevention & Wellness Salary
Associate Director, Student Health Services Salary
Clinical Director, CAPS Salary
Director, Health Education Salary
Director, Prevention & Wellness Salary
Director, Student Health Services Salary
Health Educator I Salary
Health Educator II Salary
Medical Director Salary
Peer Education Coordinator I Salary
Peer Education Coordinator II Salary
Physician Salary
Psychiatrist Salary
Senior Director, Counseling & Wellness Salary
Staff Clinician I Salary
Staff Clinician II Salary
Staff Clinician III Salary
Staff Psychologist I Salary
Staff Psychologist II Salary
Staff Psychologist III Salary
Substance Abuse Counselor Salary
Info
rma
tio
n T
ec
hn
olo
gy
Se
rvic
es (
A&
P)
Applications Developer Analyst I Salary
Applications Developer Analyst II Salary
Applications Developer Analyst III Salary
Applications Programmer I Salary
Applications Programmer II Salary
Applications Programmer III Salary
Assistant Director, Information Technology Salary
Assistant Director, Instructional Technology Salary
Associate Director, Information Technology Salary
Page | 31 of 45
Job Family Job Profile Pay Rate
Type Comments
Info
rma
tio
n T
ec
hn
olo
gy
Se
rvic
es
(A
&P
) Business Analyst I Salary
Business Analyst II Salary
Business Analyst III Salary
Chief Information Officer Salary
Director, Information Technology Salary
Director, Instructional Technology Salary
Enterprise Applications Trainer I Salary
Enterprise Applications Trainer II Salary
Information Security Analyst I Salary
Information Security Analyst II Salary
Information Security Analyst III Salary
Instructional Designer I Salary
Instructional Designer II Salary
Instructional Designer III Salary
Instructional Technician I Salary
Instructional Technician II Salary
Instructional Technician III Salary
IT Project Manager I Salary
IT Project Manager II Salary
Manager, Audio Visual Salary
Manager, Information Technology Salary
Network Engineer I Salary
Network Engineer II Salary
Network Engineer III Salary
Senior Director, Information Technology Salary
Systems Administrator I Salary
Systems Administrator II Salary
Systems Administrator III Salary
User Support Analyst Salary
Web Designer I Salary
Web Designer II Salary
Web Developer I Salary
Web Developer II Salary
Page | 32 of 45
Job Family Job Profile Pay Rate
Type Comments
Ins
titu
tio
na
l E
ffe
cti
ven
es
s
(A&
P)
Assistant Director, Institutional Research & Analysis Salary
Associate Director, Institutional Research & Analysis Salary
Data Management Analyst I Salary
Data Management Analyst II Salary
Data Management Analyst III Salary
Data Scientist Salary
Director, Data Analytics Salary
Director, Institutional Research & Analysis Salary
Manager, Institutional Research & Analysis Salary
La
w
En
forc
em
en
t
(A&
P)
Assistant Director, Public Safety Salary
Captain Salary
Director, Public Safety Salary
Lieutenant Salary
Lib
rary
Se
rvic
es
(A&
P)
Library Coordinator I Salary
Library Coordinator II Salary
Library Manager Salary
Pu
blic
Bro
ad
ca
sti
ng
(A
&P
)
Associate General Manager Salary
Broadcast Programming Manager Salary
Chief Engineer Salary
Digital Media Coordinator Salary
Director, Video Production Services Salary
Executive Producer Salary
General Manager Salary
Media Sales Coordinator I Salary
Media Sales Coordinator II Salary
News Director Salary
Producer I Salary
Producer II Salary
Reporter Host I Salary
Reporter Host II Salary
TV Director Salary
Page | 33 of 45
Job Family Job Profile Pay Rate
Type Comments
Pu
blic
Sa
fety
(A
&P
) Assistant Director, Environmental Health & Safety Salary
Associate Director, Environmental Health & Safety Salary
Director, Emergency Management Salary
Director, Environmental Health & Safety Salary
Emergency Management Coordinator I Salary
Emergency Management Coordinator II Salary
Environmental Health & Safety Coordinator I Salary
Environmental Health & Safety Coordinator II Salary
Environmental Health & Safety Coordinator III Salary
Res
ea
rch
& L
ab
ora
tori
es
(A&
P)
Assistant Director, Research Salary
Assistant Director, Research & Sponsored Programs
Salary
Director, Research & Sponsored Programs Salary
GIS Analyst I Salary
GIS Analyst II Salary
Grant Coordinator I Salary
Grant Coordinator II Salary
Grant Writer Salary
Lab Coordinator I Salary
Res
ea
rch
&
La
bo
rato
rie
s
(A&
P)
Lab Coordinator II Salary
Lab Manager Salary
Research Lab Coordinator I Salary
Research Lab Coordinator II Salary
Research Lab Manager Salary
Stu
de
nt
Su
cc
es
s &
En
roll
me
nt
Ma
na
ge
me
nt
(A&
P)
Academic Advisor I Salary Use this Job Profile for
Academic Advisors hired after July 1, 2018 who will be
classified as A&P.
Academic Advisor II Salary
Academic Advisor III Salary
Academic Success Coach Salary
Adaptive Services Coordinator I Salary
Adaptive Services Coordinator II Salary
Admissions Coordinator I Salary
Admissions Coordinator II Salary
Admissions Recruiter I Salary
Admissions Recruiter II Salary
Assistant Dean of Students Salary
Assistant Director, Adaptive Services Salary
Page | 34 of 45
Job Family Job Profile Pay Rate
Type Comments
Stu
de
nt
Su
cc
es
s &
En
roll
me
nt
Ma
na
ge
men
t (A
&P
) Assistant Director, Admissions Salary
Assistant Director, Campus Recreation Salary
Assistant Director, Career Services Salary
Assistant Director, Financial Aid Salary
Assistant Director, SSEM Salary
Assistant Director, University Housing Salary
Assistant University Registrar Salary
Assistant Vice President, SSEM Salary
Associate Dean of Students Salary
Associate Director, Admissions Salary
Associate Director, Campus Recreation Salary
Associate Director, Career Services Salary
Associate Director, Financial Aid Salary
Associate Director, SSEM Salary
Career Services Advisor II Salary
Career Services Coordinator I Salary
Career Services Coordinator II Salary
Dean of Students Salary
Director, Adaptive Services Salary
Director, Admissions Salary
Director, Advising Salary
Director, Campus Recreation Salary
Director, Career Services Salary
Director, Financial Aid Salary
Director, SSEM Salary
Director, Testing & Assessment Salary
Director, University Housing Salary
Enrollment Coordinator I Salary
Enrollment Coordinator II Salary
Financial Aid Advisor I Salary
Financial Aid Advisor II Salary
Financial Aid Coordinator I Salary
Financial Aid Coordinator II Salary
Housing Coordinator I Salary
Housing Coordinator II Salary
Page | 35 of 45
Manager, Financial Aid Salary
Manager, SSEM Salary
Resident Director Salary
Senior Director, SSEM Salary
SSEM Coordinator I Salary
SSEM Coordinator II Salary
Student Media Advisor Salary
Testing & Assessment Coordinator I Salary
Testing & Assessment Coordinator II Salary
University Registrar Salary
Page | 36 of 45
JOB FAMILY GROUP: EXECUTIVE SERVICE
Job Family Job Profile Pay Rate
Type Comments
Ex
ec
uti
ve Director, Government Relations Salary
General Counsel Salary
Provost Salary
University President Salary
Vice President Salary
JOB FAMILY GROUP: FACULTY
Job Family Job Profile Pay Rate
Type Comments
In U
nit
Fa
cu
lty
Academic Advisor I Salary Use these Job Profiles for Academic Advisors hired prior
to July 1, 2018 who are classified as faculty.
Academic Advisor II Salary
Academic Advisor III Salary
Assistant Professor Salary
Associate Professor Salary
Clinical Assistant Professor Salary
Clinical Associate Professor Salary
Clinical Professor Salary
Distinguished Professor Salary
Eminent Scholar Salary
Faculty Assistant to Salary
Faculty Overload Salary
Use this Job Profile for all In Unit faculty who are teaching
or other work above their course load requirement. This
Job Profile applies to Additional Jobs only.
Instructor I Salary
Instructor II Salary
Instructor III Salary
Lecturer Salary
Professor Salary
Research Associate Salary
Page | 37 of 45
Job Family Job Profile Pay Rate
Type Comments
In U
nit
Fa
cu
lty
Ad
min
istr
ati
on
Assistant Program Director Salary
Use these Job Profiles for In Unit faculty who are receiving
an Allowance for an administrative appointment.
Associate Program Director Salary
Coordinator Salary
Program Director Salary
In U
nit
Lib
rari
an
Associate University Librarian Salary
Asst University Librarian Salary
University Librarian Salary
Ou
t o
f U
nit
Fa
cu
lty
Ad
min
istr
ati
on
Assistant Dean Salary
Use these Job Profiles for Out of Unit faculty whose
primary responsibilities are administrative. Faculty in these Job Profiles may or
may not receive an Allowance for the administrative
appointment.
Assistant Director Salary
Assistant Vice President Salary
Associate Dean Salary
Associate Director Salary
Associate Vice President Salary
Chair Salary
Dean Salary
Director Salary
Ou
t o
f U
nit
Lib
rary
Assistant Director Salary
Associate Director, Library Salary
Department Head Library Salary
Director, Library Salary
Page | 38 of 45
JOB FAMILY GROUP: NON COMPENSATED APPOINTMENTS
Job Family Job Profile Pay Rate
Type Comments
Co
nti
ng
en
t
Wo
rke
r
Contingent Workers NA
Use this Job Profile for non-compensated Consultants, Fellows, Honorary, Trustee,
Intern, or Volunteer.
Page | 39 of 45
JOB FAMILY GROUP: OTHER PERSONNEL SERVICES
Job Family Job Profile Pay Rate
Type Comments
Ad
jun
ct
Adjunct Faculty Salary
Use this Job Profile for non-student OPS, A&P, or Out of Unit faculty who are teaching a credit course with a CRN.
No
n S
tud
en
t O
PS
OPS - Administration & Managerial Salary
OPS - Clerical & Secretarial Hourly
OPS - Coach Salary
OPS - Coach (Hourly) Hourly
OPS - Other Professional Salary
Use this Job Profile for OPS who meet FLSA requirements
to be classified as Exempt. Must meet minimum salary
requirement of $35,705 annually.
OPS - Other Professional (Hourly) Hourly
OPS - Services/Maintenance Hourly
OPS - Skilled Craft Hourly
OPS - Technical/Paraprofessional Hourly
Postdoctoral Associate Salary
Stu
de
nt
Graduate Assistant Hourly Hourly
Graduate Research Assistant Salary
Graduate Teaching Assistant Salary
Student Assistant Hourly Hourly
Student Assistant Stipend Salary
Only jobs identified in the HR Guidelines as Student
Scholarly can be paid by Stipend.
Wo
rk S
tud
y Graduate Assistant -Federal Work Study Hourly
The majority of Work Study will use the Federal Work
Study Job Profile. Financial Aid must provide approval to
use any other Job Profile.
Student Assistant - Federal Work Study Hourly
Student Assistant - Florida Work Experience Program (FWEP)
Hourly
Student Assistant - FWS Community Service Hourly
Student Assistant - FWS Family Literacy Hourly
Page | 40 of 45
JOB FAMILY GROUP: SUPPORT STAFF
Job Family Job Profile Pay Rate
Type Comments
Aca
de
mic
Su
pp
ort
(S
P)
Academic Programs Specialist I Hourly
Academic Programs Specialist II Hourly
Degree Works Specialist Hourly
International Services Specialist Hourly
Math Lab Specialist Hourly
Outreach Specialist Hourly
Ad
min
istr
ati
ve O
pe
rati
on
s (
SP
)
Accounting Specialist I Hourly
Accounting Specialist II Hourly
Accounts Receivable Specialist I Hourly
Accounts Receivable Specialist II Hourly
Administrative Assistant Hourly
Administrative Specialist Hourly
Budget Specialist I Hourly
Budget Specialist II Hourly
Business Services Specialist I Hourly
Business Services Specialist II Hourly
Campus Greeter Hourly
Cashier I Hourly
Cashier II Hourly
Cashier Supervisor Hourly
Coordinator, Campus Food Pantry Hourly
Event Planner/Scheduler I Hourly
Event Scheduler II Hourly
Fiscal Specialist I Hourly
Fiscal Specialist II Hourly
Human Resources Assistant Hourly
Human Resources Specialist I Hourly
Human Resources Specialist II Hourly
Institutional Equity & Compliance Specialist Hourly
Legal Assistant I Hourly
Legal Assistant II Hourly
Manager, Parking Services Hourly
Office Assistant Hourly
Page | 41 of 45
Job Family Job Profile Pay Rate
Type Comments
Ad
min
istr
ati
ve O
pe
rati
on
s
(SP
) Parking Services Representative I Hourly
Parking Services Representative II Hourly
Payroll Specialist I Hourly
Payroll Specialist II Hourly
Procurement Specialist I Hourly
Procurement Specialist II Hourly
Program Assistant Hourly
Supervisor, Parking Services Hourly
Teacher I Hourly
Ad
va
nc
em
en
t
(SP
)
Advancement Services Associate Hourly
Advancement Specialist Hourly
Co
mm
un
ica
tio
ns
(SP
)
Marketing Specialist I Hourly
Marketing Specialist II Hourly
Fa
cil
itie
s (
SP
)
Building Systems Control Technician Hourly
Food Service Maintenance Mechanic Hourly
Grounds Supervisor Hourly
Groundskeeper I Hourly
Groundskeeper II Hourly
Groundskeeper III Hourly
Handler I Hourly
Handler II Hourly
HVAC Mechanic I Hourly
HVAC Mechanic II Hourly
HVAC Mechanic III Hourly
HVAC Technician I Hourly
HVAC Technician II Hourly
HVAC Technician III Hourly
Locksmith Hourly
Page | 42 of 45
Job Family Job Profile Pay Rate
Type Comments
Fa
cil
itie
s (
SP
)
Maintenance Supervisor Hourly
Maintenance Technician I Hourly
Maintenance Technician II Hourly
Maintenance Technician III Hourly
Manager, Central Receiving Hourly
Painter Hourly
Pool Maintenance Specialist Hourly
Records Management Specialist Hourly
Sign Maker Hourly
Supervisor, Central Receiving Hourly
WMC Specialist I Hourly
WMC Specialist II Hourly
Hea
lth
& P
rev
en
tio
n (
SP
)
Client Services Assistant Hourly
Health Information Specialist I Hourly
Health Information Specialist II Hourly
Immunization Records Specialist Hourly
Licensed Practical Nurse I Hourly
Licensed Practical Nurse II Hourly
Licensed Practical Nurse III Hourly
Medical Assistant Hourly
Medical Office Assistant I Hourly
Medical Office Assistant II Hourly
Medical Office Supervisor Hourly
Nutritionist Hourly
Peer Education Specialist Hourly
Registered Nurse I Hourly
Registered Nurse II Hourly
Registered Nurse III Hourly
Registered Nurse Supervisor Hourly
Info
rma
tio
n
Te
ch
no
log
y
Se
rvic
es (
SP
)
Audio Visual Technician I Hourly
Audio Visual Technician II Hourly
Audio Visual Technician III Hourly
Desktop Support Technician I Hourly
Desktop Support Technician II Hourly
Desktop Support Technician III Hourly
Page | 43 of 45
Job Family Job Profile Pay Rate
Type Comments
Telecommunications Technician I Hourly
Telecommunications Technician II Hourly
Telecommunications Technician III Hourly
Telephone Operator Hourly
User Support Specialist I Hourly
User Support Specialist II Hourly
User Support Specialist III Hourly
Ins
titu
tio
na
l
Eff
ec
tiv
en
es
s
(SP
)
Data Management Specialist I Hourly
Data Management Specialist II Hourly
La
w
En
forc
em
en
t
(Un
ion
)
Law Enforcement Investigator Hourly
Law Enforcement Officer Hourly
Sergeant Hourly
Lib
rary
Se
rvic
es
(SP
)
Library Assistant Hourly
Library Specialist I Hourly
Library Specialist II Hourly
Library Supervisor Hourly
Pu
blic
Bro
ad
ca
sti
ng
(S
P)
Broadcast Technician I Hourly
Broadcast Technician II Hourly
Broadcast Technologist I Hourly
Broadcast Technologist II Hourly
Broadcast Technologist Supervisor Hourly
Media Sales Specialist I Hourly
Media Sales Specialist II Hourly
Production Associate I Hourly
Production Associate II Hourly
Traffic Manager I Hourly
Traffic Manager II Hourly
Video Production Specialist Hourly
Page | 44 of 45
Job Family Job Profile Pay Rate
Type Comments
Environmental Health & Safety Specialist I Hourly
Pu
blic
Sa
fety
(SP
)
Environmental Health & Safety Specialist II Hourly
Fire and Life Safety Inspector Hourly
Police Communications Operator I Hourly
Police Communications Operator II Hourly
Police Communications Supervisor Hourly
Security Guard I Hourly
Security Guard II Hourly
Res
ea
rch
& L
ab
ora
tori
es
(SP
)
Grant Specialist I Hourly
Grant Specialist II Hourly
Lab Technician I Hourly
Lab Technician II Hourly
Lab Technician III Hourly
Laboratory Assistant Hourly
Research Lab Technician I Hourly
Research Lab Technician II Hourly
Research Lab Technician III Hourly
Stu
de
nt
Su
cc
es
s &
En
roll
me
nt
Ma
na
ge
men
t (S
P)
Adaptive Services Specialist I Hourly
Adaptive Services Specialist II Hourly
Admissions Evaluator I Hourly
Admissions Evaluator II Hourly
Admissions Processor I Hourly
Admissions Processor II Hourly
Call Center Representative Hourly
Career Services Specialist Hourly
Enrollment Assistant I Hourly
Enrollment Assistant II Hourly
Enrollment Specialist I Hourly
Enrollment Specialist II Hourly
Financial Aid Assistant Hourly
Financial Aid Specialist Hourly
Housing Specialist I Hourly
Housing Specialist II Hourly
SSEM Specialist I Hourly
SSEM Specialist II Hourly
Testing & Assessment Specialist Hourly